The connector app allows users to automatically export invoices and credit notes from Tradeshift to the supported versions of QuickBooks Online.

Overview

  • Benefits

    • Save labor and time by eliminating need to re-enter invoices in QuickBooks

    • Improve invoice data accuracy in QuickBooks via automated data sync

    • Free of charge

  • Integrated system and versions: QuickBooks Online (also called QBO in this document) for the following countries

    • United States

  • Activated on: regular company account or child branch account in case there is a master account

  • Intended users: supplier users who use Tradeshift to send invoices (sales invoices)

  • Connections available:

    • Export invoices and credit notes from Tradeshift to QBO

    • Import customers from QBO to Tradeshift (optional)

Versions Supported


QBO Versions

App activation

 

Activating the app will not automatically start the data flow (exporting invoices). Users can control when to start the data flow. To activate the app, a user needs to have valid login credentials of the following users:

  • Tradeshift: primary user (the user whose email was used to create the Tradeshift account)

  • QBO: master admin (the user whose email was used to create the QBO account) or company administrator (a user with all access rights within QBO)

 

Follow these steps to activate the app:

  1. Sign into Tradeshift at https://go.tradeshift.com using credentials of the account primary user. If the company has a master account and child branches on Tradeshift (this is not common), sign into the child branch.

  2. Click Apps \ More apps, pick the Connectors category, and find the QBO Connector app.

  3. Activate the app

  4. Follow on-screen instructions to connect to your QBO account.

    1. When connecting to Tradeshift, you will see a “Sandbox?” dropdown menu. Choose “No”.

 

If there are multiple child branch accounts on Tradeshift that need to be integrated with QBO, repeat the above steps in each Tradeshift child branch account


Export invoices from Tradeshift to QBO

 

Prerequisite:

  • Name of invoice receiver exactly matches name of customer in QBO

After signing into https://go.tradeshift.com , click Apps and then QuickBooks Online Connector to open the app. Click the “Start” button under the Invoices tab.

 

Once started, the connector automatically exports all invoices that have been sent in Tradeshift since 1 hour ago.  Every 10 minutes, it will also automatically detect new invoices sent in Tradeshift and export them. Each exported Tradeshift invoice creates an invoice in QBO under the "Open" status.

 

Fields mapping:

Field type

Tradeshift invoice

QBO invoice

Comments

Header

To company name

CUSTOMER

 
 

Invoice number

NO.

 
 

Total

TOTAL

Total header payable including charges and discounts, excluding taxes

 

Issue date

DATE/INVOICE DATE

 
 

Payment due date

DUE DATE

If not present on Tradeshift invoice, this field is populated according to “Prefered invoice terms” setting in QBO

Lines

N/A

PRODUCT/SERVICE

Always auto-populated with "Sales" in QBO

 

Description

DESCRIPTION

 
 

Quantity

QTY

 
 

Unit price

RATE

 
 

Total excl. taxes

AMOUNT

 

Charges / Discounts

Charges / Discounts

Invoice line

Each charge or discount appears as one QBO invoice line with only the amount field (no price or quantity)

 

Tradeshift fields not mentioned in this table are not exported.

All other QBO fields are either auto-generated by QBO based on the user's own configuration, or left blank.

Not supported

  • Taxes. Taxes entered in Tradeshift are ignored when invoices are exported. User needs to re-enter taxes in QBO.

  • Attachments

  • Invoice statuses

 

Why isn't the connector designed to import invoices from QBO to Tradeshift? Here are a few reasons:

  • Many Tradeshift invoice fields are not supported in QBO, and hence can only be first entered in Tradeshift. E.g., transport reference, requisition line number, and some customer-defined fields (e.g., freight terms).

  • If your Tradeshift customer has invoice validation rules (most buyer customers on Tradeshift do have them), you receive real time feedback when you send the invoice in Tradeshift.

  • If you receive purchase orders on Tradeshift, you can flip a purchase order to automatically populate the invoice in Tradeshift, saving you time to fill out the invoice and improve accuracy of data entered.

  • In Tradeshift, you can communicate with customers using comments

 

Export credit notes from Tradeshift to QBO

 

Prerequisite:

  • Name of credit note receiver exactly matches name of customer in QBO

After signing into https://go.tradeshift.com , click Apps and then QuickBooks Online Connector to open the app. Click the “Start” button under the Credit Notes tab.

 

Once started, the connector automatically exports all credit notes that have been sent in Tradeshift since 1 hour ago.  Every 10 minutes, it will also automatically try to detect new credit notes sent in Tradeshift and export them. Each exported Tradeshift credit note creates a credit memo in QBO under the "Unapplied" status.

 

Fields mapping:

Field type

Tradeshift credit note

QBO credit memo

Comments

Header

To company name

CUSTOMER

 
 

Credit note number

NO.

 
 

Total

TOTAL

Total header payable including charges and discounts, excluding taxes

 

Credit note date

DATE/CREDIT MEMO DATE

 

Lines

N/A

PRODUCT/SERVICE

Always auto-populated with "Credit" in QBO

 

Description

DESCRIPTION

 
 

Quantity

QTY

 
 

Unit price

RATE

 
 

Total excl. taxes

AMOUNT

 

 

All other Tradeshift fields are not exported to QBO.

All other QBO fields are either auto-generated by QBO based on the user's own configuration, or left blank.

Not supported (not an exhaustive list)

  • Taxes. Taxes entered in Tradeshift are ignored when credit notes are exported to QBO. User needs to manually re-enter taxes in QBO.

  • Charges and discounts.

  • Attachments

  • Credit note statuses

 

Screenshots of invoices

 

The following screenshots illustrate what a Tradeshift invoice looks like after it is exported to QBO.

Tradeshift view of the invoice

 

 

QBO view of the invoice

 

Import customers from QBO to Tradeshift (optional)

 

This additional free feature allows you to invoice all of your customers via Tradeshift. Here are the major benefits of doing that:

  • One place to manage all invoices for all customers.

  • Magnify the benefits of e-invoicing. You will get more of these benefits by using Tradeshift with more customers:

    • Stay informed through status updates

    • Resolve issues faster via more effective collaboration

    • Get paid earlier

  • Benefits to customers. Offer customers the opportunity to use additional Tradeshift features such as invoice data validation, automation workflow and procurement, which ultimately helps you to collaborate more effectively and get paid earlier.

 

Before you start importing customers to Tradeshift, make sure you first mark customers who are already using Tradeshift. This way the connector will not create duplicated customers in Tradeshift.

 

Follow these steps to mark QBO customers that are already using Tradeshift

  • Find QBO customers' NameIDs

  • Enter QBO customers' NameIDs on Tradeshift

 

When you click a QBO customer, its NameId is visible in the URL. See screenshot below.

 

To enter the customer's NameID in Tradeshift, sign into Tradeshift. Then click Network and the customer. In the side menu, click Other actions, then Properties, and then enter the NameID as an AccountingSystemId. See screenshots below.

 

   

After you have imported QBO customers to Tradeshift, you may invoice them in Tradeshift as long as the customer has an email address. The invoice will be delivered to customers via email even if the customer has not signed up on Tradeshift. The customer will see a summary of the invoice in email, and have the complete invoice as a PDF attachment. When you do this, we recommend you turn off the feature to send invoice via email in QBO, so that the customer does not receive the same invoice twice.